Expenses Coordinator

Expense Management: Process staff expenses (personal and corporate cards) through Concur, ensuring accurate coding to general ledger, cost centres, and internal orders.

Policy & Legal Compliance: Make sure all claims are approved and align with internal policies and HMRC regulations.

VAT Checks: Review receipts to ensure VAT can be reclaimed where applicable.

Query Resolution: Handle and reconcile queries to ensure correct reimbursements.

Reconciliation: Manage balance sheet reconciliations for employee-related accounts.

Stakeholder Collaboration: Work closely with internal teams, IT, and external providers (e.g. Concur).

Escalation: Raise any complex issues with management or HR for resolution.

Record Management: Maintain secure, GDPR-compliant records of all expenses.

Reporting: Prepare monthly reports and analysis of expense data.

Process Improvement: Look for ways to simplify and improve the expenses process and help assess policy changes.

Training: Provide training to staff on submitting expenses correctly.

Accounts Payable Support: Support invoice processing in SAP and help with manual payments when needed.

Experience: Strong background in expense management and familiarity with HMRC guidelines

Systems Skills: Confident using Microsoft Outlook, Excel, and expense tools (ideally SAP Concur)

Attention to Detail: Highly organised, accurate, and able to prioritise effectively

Communication: Clear, confident, and approachable in both written and verbal communication

Mindset: Proactive, service-focused, and always looking to improve processes